02/24/1999 DRAFT

Employee "telecom" Interface Data Elements from Local Campus Systems
Name Length Type Comments
1. Record Code 1 character A=Add, D=Delete

Record Code A data is for new or updated/changed data as it is processed as a complete replacement, i.e., whatever values are listed in the corresponding data elements below, then those values are to be loaded into the University Directory, overlaying what may have been originally passed

Record Code D data is utilized in two basic cases:

  1. delete data altogether, e.g., due to data originally being passed in error or due to a person leaving
  2. delete data in conjunction with an A (add) record to effect a change in a value(s)

    note: deleting data altogether would delete all occurences for that person; however, the Net ID value would not be deleted in the sense that it would be not utilized again by someone else
2. Employee Location Code 2 character 01=BK, 02=SF, 03=DV, 04=LA, 05=RV, 06=SD, 07=SC, 08=SB, 09=IR, 50=OP

note: additional values will be required (to be defined later) to allow for other values passed on a location's interface, e.g., 51=UC Regents is passed on the OP interface
3. Employee ID 9 character note: if none, then must pass a non-blank values in at least one of the following fields- Social Security Number, Campus ID, Net ID
4. Social Security Number 9 character optional: if none, then pad with values set to character blank
5. Campus ID 15 character optional; left-justify if less than 15 characters and pad with trailing values with blanks, e.g., if actual number is 123456789, then value passed should be 123456789 followed by 6 blank characters

if none, then pad with values set to character blank
6. Net ID 10 character optional; left-justify if less than 10 characters and pad with trailing values with blanks, e.g., if actual number is 1234567, then value passed should be 1234567 followed by 3 blank characters

if none, then pad with values set to character blank
7. Release Flag - Telecom Name 1 character 9, 5, 1 - see below for generic definition of all Release Flag field values
8. Release Flag - Working Title 1 character 9, 5, 1 - see below for generic definition of all Release Flag field values
9. Release Flag - Campus Mailing Address 1 character 9, 5, 1 - see below for generic definition of all Release Flag field values
10. Release Flag - Work Phone 1 character 9, 5, 1 - see below for generic definition of all Release Flag field values
11. Release Flag - Work Fax 1 character 9, 5, 1 - see below for generic definition of all Release Flag field values
12. Release Flag - Work Pager 1 character 9, 5, 1 - see below for generic definition of all Release Flag field values
13. Release Flag - Work Cell Phone 1 character 9, 5, 1 - see below for generic definition of all Release Flag field values
14. Release Flag - Work Email Address 1 character 9, 5, 1 - see below for generic definition of all Release Flag field values
15. Release Flag - All other telecom data elements (except for Social Security Number which is not displayed in applications to be developed using that telecom data 1 character 9, 5, 1 - see below for generic definition of all Release Flag field values
16. Last Name 40 character
17. First Name (middle) 40 character
18. Counter 1 character 1=1st Occurence, 2=2nd Occurence, 3=3rd Occurence

Reflects which occurence of the data elements below are to be loaded into the University Directory (database), e.g., 1st occurence of Working Title, 2nd Occurence of Work Phone Number

Thus, if multiple occurences for the same employee are to be sent on the same interface file, multiple interface records will be present on that same interface file

note: for "delete" records, a counter value of 0 (zero) should be passed and all records for that person's location will be deleted
19. Working Title 60 character
20. Working Title Begin Date 8 character optional: yyyymmdd format; if none, then pad with zero values
21. Working Title End Date 8 character optional: yyyymmdd format; if none, then pad with zero values
22. Working Title Department 60 character
23. Working Title - Appointment Academic 1 character Y=yes, corresponding Working Title is an academic appointment or N=no, corresponding Working Title is not an academic appointment
24. Campus Mailing Address 1 32 character
25. Campus Mailing Address 2 32 character If none, then pad with values set to character blank
26. Campus Mailing Address - City 32 character
27. Campus Mailing Address - State Code 2 character
28. Campus Mailing Address - Zip Code 5 character
29. Campus Mailing Address - Plus 4 Zip Code 5 character optional; if none, then pad with values set to character blank
30. Campus Mailing Address - Campus Mail Code 6 character optional; if none, then pad with values set to character blank
31. Work Phone Number 20 character
32. Work Fax Number 20 character If none, then pad with values set to character blank
33. Work Pager Number 20 character If none, then pad with values set to character blank
34. Work Cell Phone Number 20 character If none, then pad with values set to character blank
35. Work Email Address 50 character If none, then pad with values set to character blank

University Directory Telecom Release Flag Values:

note: all telecom data elements provided, however, will be allowed to be processed as part of Employee Self Service (ESS) applications to be developed, regardless of telecom release flag values; this is because only the actual individual is intended to use the ESS application, i.e., data is not intended for viewing besides that individual as is the case for either the hardcopy, universitywide directory or the online universitywide directory

These values will be applied to telecom data elements housed in the University Directory as follows:

  1. Telecom Name (Last, First, or Middle)
  2. Working Title
  3. Campus Mailing Address (Address 1, Address 2, City, State, Zip, Mail Code)
  4. Work Phone
  5. Work Fax
  6. Work Pager
  7. Work Cell Phone
  8. Work Email Address
  9. all other telecom data elements (except for student's Social Security Number which is not displayed in applications to be developed using that telecom data)

Selection Criteria:

Records for all non-students (unless a student employee) with assigned telephone numbers and/or email addresses

note: does not require one-to-one correspondence with data passed on daily payroll interface, although Net IDs will be created for those records on the telecom interface, but not matched/found to an existing record in the University Directory database

Sorting Criteria:

  1. by Employee ID

Interface File Transmission Information:

Data sent from a campus/OP to OP electronically on a daily basis

NOTE: Only campuses and OP provide interface

All alpha character data should be passed in upper case format only and left-justified

File Transfer Protocol(FTP) specifications, e.g., contacts, data set names, still to be determined

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